Executive Assistant

4 months ago

Bengaluru Karnataka, India Merck KGaA Full time

Work Your Magic with us

Ready to explore, break barriers, and discover more? We know you’ve got big plans - so do we Our colleagues across the globe love innovating with science and technology to enrich people’s lives with our solutions in Healthcare, Life Science, and Electronics. Together, we dream big and are passionate about caring for our rich mix of people, customers, patients, and planet. That's why we are always looking for curious minds that see themselves imagining the unimageable with us.

**Title: Executive Assistant**

**Location: Bangalore - Electronic City
The Executive Assistant to the General Manager provides comprehensive support to the GM, ensuring efficient operation of the office and effective management of schedules, communications, and administrative duties. This role demands a high level of professionalism, confidentiality, and organizational skills.

**Key Responsibilities**:
**Administrative Support**:

- Manage the GM’S calendar, including scheduling meetings, appointments, and travel arrangements.
- Prepare and edit correspondence, communications, presentations, and other documents.
- File and retrieve documents and reference materials. Conduct research, assemble data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.

**Meeting and Event Coordination**:

- Coordinate and organize meetings, including gathering documents and attending to logistics such as venue, catering, and equipment.
- Take minutes during meetings and provide follow-up on action items. Assist in the preparation and organization of corporate events.

**Project Management**:

- Manage specific projects and follow up on timelines and deliverables. Coordinate project resources and assist with the monitoring of project schedules and budgets.

**Financial Tasks**:

- Assist with budget preparation and expense management processes, including expense reports and invoicing. Monitor expenditures and suggest cost-saving measures.

**Liaison and Communication**:

- Act as the point of contact between the MD and internal departments or external parties.
- Promote a positive image of the organization; handle confidential information with discretion. Ensure smooth communication and prompt resolution of requests and queries directed to the GM.

**Office Management**:

- Maintain an organized filing system for important and confidential company documents.
- Ensure office supplies are maintained, including checking inventory and ordering office supplies as needed. Oversee the maintenance of office facilities and equipment.

**Skills and Qualifications**:

- Proven experience as an Executive Assistant or similar administrative role.
- Excellent organizational and time-management skills.
- Outstanding communication and interpersonal abilities.
- In-depth understanding of the entire MS Office suite.
- High degree of discretion dealing with confidential information.
- A proactive approach to problem-solving with strong decision-making skills. Professional level verbal and written communications skills.

**Education**:
Bachelor’s degree in Business Administration or a relevant field is preferred.

**Experience**:
Experience in a high-level executive support role is highly preferred.

This job description provides a framework for the broad range of tasks and responsibilities expected of an Executive Assistant to a Managing Director. It emphasizes the need for excellent organizational, communication, and management skills to effectively support the GM and ensure the smooth operation of the office.

We are an equal opportunity employer that values workforce diversity. We want everyone to be able to bring their best self to work every day which is why equality and inclusion is at the forefront of all our activities. We are dedicated to a policy of non-discrimination in employment on any basis including race, caste, creed, color, religion, sex, age, disability, marital status, sexual orientation, and gender identity.

**What we offer**:We are curious minds that come from a broad range of backgrounds, perspectives, and life experiences. We celebrate all dimensions of diversity and believe that it drives excellence and innovation, strengthening our ability to lead in science and technology. We are committed to creating access and opportunities for all to develop and grow at your own pace. Join us in building a culture of inclusion and belonging that impacts millions and empowers everyone to work their magic and champion human progress

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